When to send it
Two days before the due date, ideally on a weekday morning. If the due date falls on a Monday, send it the Thursday before so it lands before the weekend. Skip it for clients who always pay early.
The full template
Template
- Subject
- Heads-up: invoice [INVOICE #] is due [DUE DATE]
Hi [CLIENT NAME], Quick heads-up so nothing gets stuck at the last minute: invoice [INVOICE #] for [AMOUNT] is due on [DUE DATE], two days from now. Here are the details in one place: Amount: [AMOUNT] Reference: [INVOICE #] Pay to: [BANK DETAILS / PAYMENT LINK] If it needs someone else to approve it, or you need a PO number or different billing details on the invoice, just let me know and I'll sort it today. And if it's already scheduled, ignore this one. Thanks! [YOUR NAME]
Variant: Two-line version for regular clients
Two-line version for regular clients
- Subject
- Invoice [INVOICE #] due [DUE DATE]
Hi [CLIENT NAME], Just a heads-up that invoice [INVOICE #] ([AMOUNT]) is due on [DUE DATE]. Payment link is here if handy: [LINK]. Thanks! [YOUR NAME]
Mistakes to avoid
- Writing it like a collection notice. Words like "overdue" or "failure to pay" have no place before the due date.
- Mentioning late fees. Save that for after the due date, and only if your contract has one.
- Sending it a week early to a regular client. It gets forgotten again; two days is close enough to act on. (First invoices with a new client are the exception.)
- Sending it to everyone. Clients who always pay on time can find it slightly patronizing.
FAQ
Is it rude to remind a client before an invoice is due?
No, if it is short and friendly. Framed as a heads-up with the payment details, most clients read it as helpful, and finance teams appreciate it.
How many days before the due date should I send it?
Two to three days. Close enough to be acted on, early enough to fix a wrong PO number or billing entity.
What if they already paid?
The email already says to ignore it in that case. Thank them when the payment lands and move on.